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HomeMy WebLinkAboutResolutions - 2018.03.08 - 23348MISCELLANEOUS RESOLUTION #18070 March 8, 2018 BY: Commissioner Phillip J. Weipert, Chairperson, Planning and Building Committee IN RE: PARKS AND RECREATION COMMISSION — AMENDMENT #2, OAKLAND COUNTY 4-H ASSOCIATION AGREEMENT - SPRINGFIELD OAKS To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Oakland. County Board of Commissioners, via MR# 16177, approved an Agreement with the Oakland County 4-H Fair Association (the "Association"), which provides for the following: (1) the lease of the Springfield Oaks Administrative Building/Building E; (2) the Cooperative Oakland County 4-H Fair Agreement; (3) the license for indoor vehicle/boat storage; and (4) the license of Springfield Oaks Activity Center Kitchen (Original Agreement"); and WHEREAS the Oakland County Parks and Recreation Commission and the Association desire to amend the Original Agreement to permit the Association to donate and perform certain work at Springfield Oaks associated with the water quality project to Oakland County; and WHEREAS the donation and description of work associated with the water quality project is codified and described in the attached Amendment; and WHEREAS the Department of Corporation Counsel has reviewed and/or prepared all necessary documents related to the attached Amendment; and WHEREAS it is the recommendation of the Oakland County Parks and Recreation Commission that the Oakland County Board of Commissioners accept and approved the attached Amendment; NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes and approves the attached Amendment with the Association. BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners directs its Chairperson or designee to execute the attached Amendment. Chairperson, on behalf of the Planning and Building Committee, I move the adoption of the foregoing resolution. C mmissioner Phillip Weipert, District #8 c airperson, Planning and Building Committee PLANNING AND BUILDING COMMITTEE Motion carried unanimously on a roll call vote with Dwyer absent. SECOND AMENDMENT TO THE AGREEMENT BETWEEN OAKLAND COUNTY PARKS AND RECREATION COMMISSION AND OAKLAND COUNTY 4-H FAIR ASSOCIATION This Second Amendment (2 nd Amendment) is entered this day of 20 between the County of Oakland, by and through the Oakland County Parks and Recreation Commission ("OCPRC"), located at 2800 Watkins Lake Road, Waterford, MI 48328 and the Oakland County 4-11 Fair Association ("Association"), located at 12451 Andersonville Road, Davisburg, MI 48350. BACKGROUND A. The Parties entered into an Agreement on January 1, 2017 that provided for the following: (1) lease of the Springfield Oaks Administrative Building/Building E; (2) Cooperative Fair Agreement; (3) license for indoor vehicle/boat storage; and (4) license for use of Springfield Oaks Activity Center Kitchen (hereinafter "Agreement") and entered into the 1st Amendment on May 25, 2017 for the re-paving of certain grounds at the Springfield Oaks Activity Center B. The Association has offered to assist with the costs and labor associated the Springfield Oaks Activity Center water quality project. C. In consideration of the mutual covenants and benefits contained herein, the Parties agree as follows: 2' AMENDMENT §1. Description of Project and Permission to Perform Work. The project and work associated therewith involves three parts: (1) the drilling of a new well; (2) the electrical work to operate the new well; and (3) the construction of a new well house (hereinafter collectively referred to as the "Water Quality Project" or "Project"). All work for this Project shall be performed according to and in compliance with the drawings attached as Exhibit A. Exhibit A is incorporated into this 2 nd Amendment. OCPRC grants the Association (or a contractor of the Association) permission to perforni certain portions of the Project as described herein and as depicted in Exhibit A. §2. Project Responsibilities. 2.1. Drilling of New Well. OCPRC shall contract for the construction/drilling of the new well (PW-1) pursuant to Exhibit A. OCPRC shall be responsible for all costs associated with the construction/drilling of the new well (PW-1), except that the Association shall pay OCPRC thirty-nine thousand six hundred and seventy-five dollars ($39,675) toward the construction/drilling of the new well. OCPRC shall invoice the Association for its costs under this Subsection after the construction/drilling of the new well is complete. The Association shall pay such invoice within thirty (30) calendar days of receipt of the invoice. Twenty-five thousand dollars ($25,000.00) of the Association's contribution is an advance payment of its 2018 Fiscal Year payment obligation under Section 8 of the Agreement (hereinafter "Advanced Payment"). If the Advanced Payment is less than Page 1 of 3 2nd Amendment Final Version the amount of the actual 2018 Fiscal Year payment obligation amount under Section 8 of the Agreement, then the Association will pay the difference between the Advanced Payment and actual 2018 Fiscal Year payment obligation to OCPRC pursuant to the terms and conditions contained in the Agreement If the Advance Payment exceeds the amount of the actual 2018 Fiscal Year payment obligation, then the difference shall be deemed a donation/gift from the Association to OCPRC. 2.2. Electrical Work. OCPRC shall contract for and pay for all electrical work necessary for the construction, drilling, and operation of the new well (PW-1) and well house (WH — 1&2). 2.3. Well House. OCPRC shall procure and pay for all materials necessary for the construction and installation of the new well house (WH — 1&2) pursuant to Exhibit A. Except for the materials provided by OCPRC, the Association shall be responsible to construct and install the new well house (WH — 1&2), pursuant to Exhibit A, and for all costs associated with such construction and installation, including but not limited to labor/supervision costs, inspection costs, and obtaining permits/approvals. §3. Specifications of Work. 3.1. OCPRC has reviewed the specifications of the Project and finds them acceptable. 3.2. The Association and OCPRC shall complete the Project according to the specifications contained in Exhibit A. 3,3. Notwithstanding that liens cannot generally be placed on publicly owned property, if any contractors or subcontractors of the Association place liens or attempt to place liens on OCPRC property, the Association shall reimburse OCPRC all costs associated with the removal of such liens. 3.4. If the Project, in the discretion of OCPRC, is not completed according to the specifications contained in Exhibit A, then OCPRC, through its Executive Officer, shall provide the Association with written notice of the defects or omissions in the Project. The Association shall have thirty (30) calendar days, from the receipt of the written notice, to correct the defects or resolve the omissions. If the Association fails to correct the defects or resolve the omissions within the thirty (30) period, then OCPRC may perform such work and the Association shall reimburse OCPRC for all such costs. OCPRC shall provide the Association with a detailed invoice for all such costs. §4. Completion of Work. 4.1. Upon completion of the Project, it shall become the property of OCPRC. 4.2. Within thirty (30) calendar days of completion of the Project, the Association shall provide all close out documentation and drawings to the OCPRC Executive Officer. §5. Continuation of Agreement Terms and Conditions. All other teinis and conditions of the Agreement shall continue with full force and effect, except as modified herein. Page 2 of 3 2nd Amendment Final Version §6. Entire Agreement. The Agreement and the l st and 2nd Amendments constitute the entire agreement and understanding between OCPRC and Association and supersede all other prior oral or written understandings, communications, or agreements between OCPRC and Association. THE COUNTY OF OAKLAND: IN WITNESS WHEREOF, Michael J. Gingell acknowledges that he has been authorized by the County to sign this Agreement. Michael J. Gingen, Chairperson, Date Oakland County Board of Commissioners WITNESS: By: Date THE OAKLAND COUNTY 4-H FAIR ASSOCIATION: IN WITNESS WHEREOF, acknowledges that she/he has been authorized by the Association this Agreement. By: Date WITNESS: By: Date Page 3 of 3 2nd Amendment Final Version GA 0/16,11117 rm. 97126 A% 1.1.n*CZ ISSUED FOR PERMIT APPLICATION - MAY 10, 2017 I/ kicuqx3 11 6-1 I "i E REVISIONS DATES: PROJECT: OAKI-AND COUNTY SAC WATER QUALITY IMPROVEMENTS 12461ANDERSONVILE RD. DAVIESURG,811893S0 fiCal. Fish bee k, Thompson, Cary g HUSSY. IF. E8s8emn.•s.mous•AF.mo:...C.nrorpolos, 1515 Arepeoium 1,.., Cas:MANYcle, Mshlpn 4.6 oito] 4.3828 wm.rtchcorn FILXPRIX.C7., 017.5 FACILITIES, MAINTENANCE 8 DEVELOPMENT 2880 WATKINS LAKE ROAD WATERFORD. MICHIGAN eons (248) 8S8-4821 .nmonnLsoy.comipalkzeve siStanYr ,.. PRELIMINARY DESIGN REVIEW ', 1 SMO2817- PERMIT APPLICATION 11/15,2017 - 0C R..8.8,8 fri c.2ou.u. - ..1[31 ClUA.170.11,617-11, ec -: 1! 7.1 71. ,E.33 er.2 :0 0 -5 Is S :s io s 4 I la H - F. IJG Li: IS IF; s iE ,- • f it If 7 If I f It if 'f .t f 7 If g • h •! f, !.°, - • . / g g it g 9 1 t •i f :7 f if I If If !f If If !I •• !,..1 • l• :!• • l• E • 1.1 • • ;. ni ra- g ;2 22112 r t 2. Pt 4'1 I ti t 1 g 2 7 7: 7 7 If U. in ....11 no 2 g REVISIONS DATES' PROJECT: OAKLAND COUNT`tr SAC WATER QUALITY IMPROVEMENTS 12451 ANDERSONVILLE RD. DAVISIMIRG. Nil 45250 flea" Fish bec k, Thompson, Carr IL Huber. Inc. Eivnee..9ceeele•Arch........oro 1-515A_Teprolvm dre Grand Rep. .I.G., .54U ocq<5,14n24 mon..nchaem FTCli P Mitt N4 .7a. FACILMES, MAINTENANCE a DEVELOPMENT gaao WATIOIS .A.KE ROAD WATERFORD, MICHIGAN 482213 (24E B5B-4621 smntookpo,coMpa,ksroc 2/21/2C17 -PRELIMINARY DESIGN REV:Etrr g SH012.0.r7 -PERMITAPPLIDATION go 5/20.17 ,, cc Rc••Hlocc 11.7.111,11,10.SIC-C.17,17,n.:101111MILILLTSCIA.P.0-17-17-11.6,116C-.17.10.1 - WhiLli RIX-LITCALY111,.... liri.11,9-1_10AVE 171.1,7, GYM!. P.1 44r2. 44.4./ '4,4o "4414 Al um. 44.444a r „ , - , ,,,, ., ,.....-- 0 . . , .,.._....../ , „ INN 1(.4 - \ \ MEV: - 1 a L F' /// r I I I I :/1 I , I 1 /1 ...."' 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DAWSEURG MI .1.3350 fraill. Fishhook, ThompaOn. Carr & Haber, Mc. Eronport•Sclemtion,Ar..le=o-ConeNucloto .11SAIL...13.11 DOVE, Cnsal Rapt, mleblEen 41.1.18 6.,:e;1., 456-.1224 1.0..11.corn FTCPI PRO.NC.W. CI701D, FADILITrEE. MANTENANICE 6 DEVELOPMENT ZE00 WATKINS LAKE ROAD WATERFORD. MICHJGAN aBEDEI 949., 85BAFED7 uwere.oalqw.walparirsrac 3r21/20t7 -PRELIMINARY DESIGN REVIEW ift.2017 • PERMIT APPLICATION vi,na17. oc RESNSIONS ;97,9 la..1:Tg718-08225 1 c' i EWE .',WaWatairmemWAWN:SAWRAWM:: ^'7 2 Q omS * Vc"ric r z1 r- TYPICAL WELL HOUSE SECTION DETAIL z = -0 r 310.145 IN And11103 IV113tUD W4441EDW.0...4'. PP! i'opg•s= accri=az xx..For• n F -rc n7= v,G), - N) PLO7 We, I.PWIr...31.424.10.9{11LCCMC,SPILKYVELD.OIREADC.,[7.. - nro=nnv-,nrnn muic, .812 CA1 ; E .P ^ E REVISIONS DATES: PROJECT; OAKLAND COUNTY SAC WATER QUA1.ITY IMPROVEMENTS 12451 ANDE RSONIVILLE RD. DAVISSURG., MI anso fi CC, -11 Fish-1:7.c h. TR Ornpson, Carr 2. HUbOr. hle. Erq.e. o..-5...a.,......•c.. ei n non, kllaten 4.6 (M01456-382.1 ,nr.f.h.com R.r..Gr, r.. U1101(13 FAVIRTIES, MAINTENANCES DEVLOPMENT 2ROn wATICINS LAKE ROAD WATERFORD.MICHIGAN ALLIRS P,S,S58-1021 yeaw.pagovA...1.... DESIGN REVIEW r Os 8,78411.20:77- ::,,ELATINARY ION 8,14,,..., 7 : cc 4,141,,IT,A.PcP,UsCAT IINED Al 110V HMO), IV NI-211 6 geigg um! PIP P.M IWO KAIA0A.V.FACAM2.9.113MPAPOS—MACPASPRZNEFILL.I.WANDIG-AM.7,14 IAAL177,19.017-1AM MCVL:CLAP-2,AMMA MIALAJL ysallyri P—n PAM OACCARMY ITO 9A4A17 AM L.. CRIN7 2. e 91:1 al. i . ' REVISIONS DATES: PROJECT: OAKLAND COUNTY SAC WATER QUALITY IN1PROVEMENTS 12451 AN DERSONVI LLE RO DAVISELIRG, MI .48355 flah Fish neck, Thompson, Carr Er. Huber. In, ENDInoens•Scurd1No•ANT.rlecH•canoruclona -151SArbonnurn DrNo stand Rowe /Red, 82788 l&C,..75S-GtER mv..fttuon, FrmiHRixEcN. ammo FADILMES, MAINTENANCE d DEVELOPMENT 2800 YVAINUNS LAKE ROAD WATERFORD. MICHIGAN asa2a (248) 858-1621 venew.c.akpoN myr,parksrec 3/21,2017 . PRELIMINARY DESIGN R MEIN SNO/2017 - PERMIT APPLICATION SN..(117 -OC REvISIONS r- -0 WELL HOUSE NO.1 &2 POINEf7/LIGH1ING POWER PLAN rinr CCKes14,3FinGLISAMAKTI2M7111...7,0,SPRIN6dEL.....4-N1,14 - Wif131 AW.11,1CA.1:1{7-(10 41tUr• L-1 EA TV 0231.17 711.17 W.; MIU CluNCY r M mom ;- 9 REVISIONS DATES: PRIDJOTI. OAKLAND COUNTY SAC WATER QUALITY IMPROVEMENTS 12451 ANDERSONVILLE RD. DAVISSU RS. VI 45150 fraoll. ,, r n51117CC k 7 h OM p5P11. Carr & Huber. In. Enoneore....6.rtxtu•AmOD.-Conortaloro IS-15 Amorm Crve Grand riardc mienw. OW IOW) 45.824 .onny,,,,M1 F7.n 4.EC-7 I, .+.1a, FALILITIES MAINTENANCE a DEVELOPMENT 2a0D YVATEI ED LAISE ROAD WATERFORD. MICHIGAN.1328 R48.)135,4621 vemv.talkgcmcartYparksrec 3/21/2017 - PRELIMINARY DESIGN REVIEW Oi0/2017 - PERM7APPLICA7ION V1E42017 - OS REVISIONS Dated this ;364day o Maria Tyszkiewicz, Michigan Departmen Officer ulture and ur41 Development gr Michigan Department of Agriculture and Rural Development County Fair Capital Improvement Grant By authority granted under Act No. 268, Public Act of 2016, the Michigan Department of Agriculture and Rural Development, (hereinafter the Grantor) hereby offers to the Oakland County 4-H Fair Association (hereinafter, the "Grantee"), grant assistance subject to the term% and conditions, and limitations as set forth herein. The maximum amount of grant assistance hereby offered is $14,675.00 The grant shall be effective from April 1, 2017 through December 31, 2017. If the project is not completed in the initial period, a grant option may be considered by the Grantor. Approval of an option is not guaranteed and is dependent on the Grantee's compliance with the enclosed Terms and Conditions. Grantees requiring an option should contact the Grant Administrator as soon as it is evident one is needed. Any request for an option must be made to the Grant Administrator in writing before the expiration of the grant. Funds will be made available for this program in accordance with the attached Terms and Conditions. This grant is valid contingent upon the availability of funds. If the Grantor's funds are reduced by budget cutback, this grant may be reduced or canceled. This grant does not commit the State of Michigan or the Department of Agriculture and Rural Development to approve requests for additional funds not contained in this grant. The foregoing Grant Offer is hereby accepted and it is agreed that the funds made available will be used only as set forth herein. day of ,2017 L.C. Seramlin, Manager Oakland County 4-H Fair Association Dated this 2 Oakland County Fair Oakland County Fair 12451 Andersonville Rd., PO Box 365 Davisburg, MI 48350 Phone: (248)634-8830 Fax: (248) 634-4237 www.oakfairorg 2016-2017 Board of Directors President Loren Hotchkiss Vice President Terri Burnett Secretary Deborah Kayga Treasurer Donn Marshall Directors Lori Bosetti MaryAnn Floyed Kelly Fuller Debbi Gallo Ryan Hart Melanie Peterson Fay Preston Sue Patterson Galen Ressler Ken Roberts Ashley Saunders Susan Saunders Jackie Scramlin Brigitte Todd October 31, 2017 Ms. Cinda Karlik Grant Administrator Michigan Department of Agriculture and Rural Development PO Box 30017 Lansing, Ml 48909 Regarding Grant Number 791N7700427 Dear Ms. Karlik, The Oakland County Fairboard is formally requesting an extension to our MDARD Capital Improvement Grant Number 791N7700427, Water Quality Improvement Project for the Oakland County Fair to install a new well on Springfield Oaks County Park becoming the property of Oakland County Parks and Recreation once completed. We are requesting our completion deadline be extended until May 31, 2018. We have encountered several scheduling delays and are now completing the final approvals thru Oakland County Parks and Recreation before the actual installation can occur. With the Winter months quickly approaching opportunities to complete the project will be limited, so we are requesting this extension. General Manager L C Scramlin Fair Mission The Oakland County 441 fair Associations mission is to provide a public educational showcase of our youth through hands•an experience with exhibits, demonstrations, and presentations as young people develop life skills in a family atmosphere. Sincerely, LC Scramlin General Manager Oakland County Fair Oakland County Fair Oakland County Fair 12451 Andersonville Rd., PO Box 365 Davisburg, MI 48350 Phone: (248)634-8830 Fax: (248) 634-4237 wvvw.oakfair.org October 31, 2017 Susan Wells 2800 Watkins Lake Rd Waterford, MI 48328-1917 Dear Ms. Wells, In response to your letter dated October 30, 2017. Thank you for the clarification of Section 8.1 and 8.2 in the lease agreement between OCPRC and Oakland County 4-H Fair Association. This should help our planning for future contributions and partnership with OCPRC. At this time the Oakland County 4-H Fair Association would like permission to prepay FY2018 Section 8.1 Monies Owed OCPRC in the amount of $25,000. At the conclusion of the 2018 Oakland County Fair an accounting of monies from winter storage and parking revenue will be provided to OCPRC. If it is determine at that time that additional monies are owed to OCPRC the additional monies will be paid by the established due date that is currently in the agreement. If it is determined that the Oakland County 4-H Fair Association over paid then the additional monies will be considered a donation to the work being done here at the Springfield Oaks County Park. Additionally, the request for the extension of the MDARD grant has been submitted with the additional requested language that indicated the well will be located at Springfield Oaks County Park and the property of Oakland County Parks once completed. A copy of the request is included. Since the lead of this project has shifted to the OCPRC the Oakland County 4-H Fair Association requests upon comple- tion of this phase of the well project paid invoices be supplied to the Association to complete the grant processes reporting requirements. Once this process has been completed and Oakland County 4-H Fair Association has received the grant monies of $14,675.00 from MDARD, the Association will donate the grant monies to OCPRC. If additional information is needed or if clarification is needed please contact the Association. Sincerely, Donn Marshall Treasurer Oakland County 4-H Fair Association Enc CC: Dan Stencil Loren Hotchkiss LC Scramlin Jim Dunleavy Brian Menghini Jeff Phelps 2016-2017 Board of Directors President Loren Hotchkiss Vice President Tern Burnett Secretary Deborah Kayga Treasurer Donn Marshall Directors Lod Bosetti MaryAnn Flayed Kelly Fuller Debbi Gallo Ryan Hart Melanie Peterson Fay Preston Sue Patterson Galen Ressler Ken Roberts Ashley Saunders Susan Saunders Jackie Scramlin Brigitte Todd General Manager L C Scramlin Fair Mission The Oakland County 4-11 Fair Associations mission is to provide a public educational showcase al our youth through hands.on expert. ence with exhibhs, demonstrations, and presentations os young people develop life skills in a lamily atmosphere. day ,2017 Dated tit* n enk, Deputy Director Michigan Department of Agriculture and Rural Development 791N7700427-A Michigan Department of Agriculture and Rural Development Amendment to the Oakland County 4-H Fair Association Grant This is an amendment to the Arenac County Agriculture Society capital improvement grant from the Michigan Department of Agriculture and Rural Development, hereinafter the Grantor, to the Oakland County Fair, hereinafter the Grantee. This amendment shall add only the specifics as detailed below and shall not alter any other of the original grant terms and conditions or any other amendments. The purpose of this amendment is to extend the grant end date to May 31, 2018 and change the Reporting terms as follows. 1. The Final Report has a revised due date of July 15, 2018. Grantee must follow the Final Report format and submit a final invoice to Grantor that includes copies of paid invoices. Grantee's final report must include the reporting period of April 1,2017 through May 31, 2018 The forgoing grant amendment is hereby accepted and it is certified that the funds will be used only as set forth herein and in the original grant terms and conditions. Dated this c day of aae ,2017 WScramlin, Manger Oakland County 4-H Fair Association PROJECT OVERVIEW Park: Project January 18, 2018/ Page 1 of 2 --QAKLAN D COUNTYPARKS PROJECT UNIT Project Overview 1. Capital/Maintenance Management Plan A. Initial budget history: Fiscal Year Project Name Amount Notes 2017 SAC Water Quality Improvements $50,000 2. FY2017 SAC Water Quality Improvements (Need) A. Design & construction purpose: 1) The water tower on site was built in 1971 with the Activity Center and was designed for fire suppression. It now also provides potable water throughout a much-expanded facility and is required to comply with Michigan Department of Environmental Quality (MDEQ) and Oakland County Health Department (OCHD) requirements for water quality testing. Installation of wells would allow the water tower to revert back to a fire suppression system as originally designed. B. Design & construction considerations: 1) Location of wells 2) Construction phasing 3) Using Volunteers to construct portions of project C. Design program elements: 1) Installation of new well for potable water source a. —300' well depth b. Electric pump and motor c. Bladder tanks 2) Well house building 12'x18' a. 4" Concrete pad b. 42" concrete footings c. Lumber/trusses/framing d. Insulation of walls/ceiling e. Aluminum siding to match existing site barns 3) Electrical Work a. Conduit/trenching/feeds b. Receptacle panel c. Ceiling mounted heater d. Lighting fixtures 3. Design/Engineering Consultants A. Prime design and engineering consultants 1) Fishbeck, Thompson, Carr & Huber, Inc. 4. Funding considerations A. Oakland County 4-H Fair Association commitment of $39,675 to this project 1) 0C 4-H Fair Association awarded a Michigan Department of Agriculture and Rural Development County Fair Capital Improvement Grant (MDARD) in the amount of $14,675 5. Project Timeline: A. Construction bidding & procurement B. Construction award C. Construction start D. Construction end December 2017 February 2018 March 2018 June 2018 PROJECT OVERVIEW Park: Project January 18, 2018 / Page 2 of 2 OAKLAND COUNTYPARKS PROJECT UNIT 6. Fiscal Considerations: A. Refer to the planning review (separate attachment) for revenue, expense and operational information. B. Anticipated annual depreciation: 15 year estimated rate of depreciation by fiscal services 1) Total project costs: a. Springfield Oaks Water Quality $168,850 2) Estimated annual depreciation a. Park and asset $11,257 PLANNING REVIEW OAKLAND COUNTYPARKS Springfield Oaks: PLANNING AND RESOURCE DEVELOPMENT Water Quality Improvements 1/31/2018 7:12:46 PM / Page 1 of 6 Planning Review Springfield Oaks: Water Quality Improvements Update: January 31, 2018 The Planning Review is an overview of potential outcomes for projects that are proposed for funding by the Oakland County Parks and Recreation Commission (OCPRC). The potential outcomes are related to existing plans, best practices, demographic and recreational trends, and other supporting documentation and data. The intent of the Planning Review is to inform the proposed project in a way that will improve outcomes and provide critical information to the Parks Commission regarding the project's relevance to the goals and objectives of OCPRC. Budget Center SAC— Springfield Oaks Activity Center Scope The Activity Center and Fairgrounds have requirements for improved infrastructure to provide fire suppression, potable water, and sanitary collection for a growing number of park users and vendors. These improvements will be accomplished through a series of multiple phased projects. Most of these projects are expected to be done through collaboration and cost-share with the Oakland County 4H Fair Board. WATER TOWER: The water tower will continue to supply potable water until an alternative source is in place and staff will continue to comply with water quality requirements. Water tower maintenance is expected to help with this compliance. NEW WELLS: Three new wells are proposed to serve the current and future needs for potable water. Design of this project will consider future facility planning. Current Conditions The water tower was built in 1971 with the Activity Center and was designed for fire suppression. It now also provides potable water throughout a much-expanded facility and is required to comply with Michigan Department of Environmental Quality (MDEQ) and Oakland County Health Department (OCHD) requirements for water quality testing and water tower flushing. Phasing The following phases are proposed for development of wells for potable water. One well per phase is planned. Project Cost PHASE ONE — Well and associated infrastructure for potable water for 4-H building, fairground barns, and event campsites Design for all phases Consulting fee for all phases Contract administration and inspection fees Oakland County Health Department permit fee 16,500 600 2,000 500 I PLANNING REVIEW -OAKLAND COUNTYPARKS Springfield Oaks: PLANNING AND RESOURCE DEVELOPMENT Water Quality Improvements 1/31/2018 7:12:46 PM / Page 2 of 6 Project Cost 1 218,900 21,890 I $260,390 Construction costs 10% construction contingency PHASE ONE TOTAL PHASE TWO — Well and associated infrastructure for potable water for south end of park, including overflow areas and Ellis Barn Contract administration and inspection fees 2,000 Oakland County Health Department permit fee 500 Construction costs 119,900 10% construction contingency 11,990 PHASE TWO TOTAL $134,390 PHASE THREE — Well and associated infrastructure for potable water for Activity Center Contract administration and inspection fees 2,000 Oakland County Health Department permit fee $500 Construction costs 156,775 10% construction contingency 15,678 PHASE THREE TOTAL $174,953 GRAND TOTAL $569,733 Alternatives The alternative of continued use of the water tower to provide potable water is unsustainable and not recommended. Staff Recommendation Staff recommends the phased development of new wells and associated infrastructure to provide potable water to all areas of the park. PLANNING REVIEW -0--AKLANDCOUNTYPARKS Springfield Oaks: PLANNING AND RESOURCE DEVELOPMENT Water Quality Improvements 1/31/2018 7:12:46 PM / Page 3 of 6 Project Outcomes Successful completion of a project is anticipated to have outcomes in the following areas. This section is also used as a checklist for completion of items needed for a thorough planning analysis. Organizational Fit 2 Alignment with Service Portfolio The Service Portfolio identifies the current services within two categories of service. The table below shows the position of each of these on the cost recovery pyramid. Tier Category of Service / Service --:— Tier symox Individual Benefit Cost/Recovk rget: 150% ./ (Tei er 4: Conside ble Ihdividual Benefit Cost Recovery Ta et: ' (Tier Minimum) Tier 3: Balanced CorrImunitvAtitividual Benefit Cost Recovery Target: 1 ( 'ter i tmmum) Tier 2: Considerable Commtkiity genefit Cost Recovery Target: 75% Tier 1: Mostly Community Benefi Cost Recovery Target: 5% {Tier Minimum) Rentals for Exclusive Use / Antique fairs, craft fairs, dog shows, weddings and other events hosted by private parties Community Events / Oakland County Fair 0 (GreenPlay LLC June 2014) El Implementation of park plans Springfield Oaks park plan is under development. It will identify the need to continue to increase events and attendance at Springfield Oaks Activity Center. As attendance grows, having reliable fire suppression and a reliable potable water source will be a high priority. The following actions have been identified that would increase demand for water: • Construct permanent restroom that will serve Ellis Barn and other Fairgrounds events • Construct permanent restroom that will serve Event Campground and other Fairgrounds events • Make physical and operational changes at the Main Arena with the goal of increasing usage by 50% over the next 10 years • Make physical and operational changes at the Activity Center with the goal of increasing usage by 50% over the next 10 years Compliance El Alignment with standards and best practices Projects will comply with industry best practices. PLANNING REVIEW OAKLAND COUNTYPARKS Springfield Oaks: PLANNING AND RESOURCE DEVELOPMENT Water Quality Improvements 1/31/2018 7:12:46 PM / Page 4 of 6 IZ Compliance with OCPRC and Oakland County policies Projects will comply with Oakland County Purchasing Department policies and procedures. Provision of potable water will comply with Oakland County Health Department water quality regulations. Ei Compliance with local ordinances — not applicable El Compliance with agreements and restrictions — Development of wells will not affect compliance with grant agreements. Sustainability El Response to recreational trends — not applicable RI Response to external context — not applicable El. Attendance and participation In addition to the continued partnership with the Oakland County Fair and the 4H Fair Board, attendance at the Activity Center has increased annually by increasing the number of large events that are open to the public (such as antique and craft festivals) and smaller private events (such as Ellis Barn weddings). • FY2014: 126,591 estimated visits • FY2015: 159,046 estimated visits • FY2016: 193,110 estimated visits Future physical and operational improvements are expected to increase participation (See Implementation of Park Plans section) IZ Maintenance, operational, programming and staffing needs Compliance with water quality standards is a significant cost in time and money: • Every two weeks we drain and flush the water tower to prevent stagnation of the water supply and increase probability of passing water quality testing. Draining the water tower is a full day process (8 hours staff time). • Water testing for coliform bacteria is conducted monthly. Water sample process takes approximately 2 hours per sample. OCHD lab charges $6 per water sample for testing. • If the water sample fails, we are required to take 4 repeat water samples (2 hours staff time). • If it fails again then we are required to re-chlorinate, which involves draining and flushing water tower (8-hour process). • When sampling going on, no water is available to SAC facilities. For scheduled events, must provide another water source for drinking (purchase bottled water), signage must be posted, and 36 modern campsite water spigots must be closed off/bagged over. This is a 4-5-hour process. RI Public awareness of OCPRC parks and services — not applicable El Leveraging of resources — not applicable PLANNING REVIEW QAKLAND COUNTYPARKS Springfield Oaks: PLANNING AND RESOURCE DEVELOPMENT Water Quality Improvements 1/31/2018 7:12:46 PM / Page 5 of 6 Access to Parks and Recreation 0 Compliance with ADA standards — not applicable El Universal Access — not applicable 2 Equitability of access — not applicable El Four Season Access — not applicable Environmental Stewardship 0 Environmental Regulations Water quality testing is required by Michigan Department of Environmental Quality (MDEQ) and Oakland County Health Department (OCHD). 0 Coordination with regional conservation plans — not applicable 0 Environmentally Sustainable Practices — not applicable 0 Public Awareness of Natural Resources — not applicable Community Involvement ET Public Engagement— not applicable 0 Community Plans — not applicable El Local Recreation Providers — not applicable E1 Public Involvement — not applicable Budget Effects El Capital Improvement Budget See Commission memos for individual projects for project costs and forecasts Water quality improvements that impact the Fairgrounds will require a cost-share by the Oakland County Fair Board in order to move forward. El Operating Budget REVENUE: While the project is not expected to directly increase revenue, increased reliability in providing potable water should result in more satisfaction and convenience for park and event visitors, vendors and event organizers, which in turn should support increases in those usages. EXPENSE: Implementation of this project will result in an increase in depreciation (see memo for depreciation amount) and is expected to result in decreased maintenance costs. PLANNING REVIEW OAKLAND COUNTYPARKS Springfield Oaks: PLANNING AND RESOURCE DEVELOPMENT Water Quality Improvements 1/31/2018 7:12:46 PM / Page 6 of 6 References Dixon Engineering. 12/1/2016. Springfield Oaks Water Tower Maintenance Inspection Report. Inspection, Lake Odessa MI: Dixon Engineering, Inc. ,44. GreenPlay LLC. June 2014. Service Portfolio Project. Waterford, Michigan: Oakland County Parks and Recreation Commission. Review/Edit Log Created by Donna Folland — March 6, 2017 ("Facility Water Sources") Reviewed by Zach Crane and revised by Donna Folland —April 7, 2017 Updated with phasing and alternatives by Donna Folland —January 26, 2018 Updated to focus on Water Quality Improvements project by Donna Folland —January 31, 2018 Springfield Oaks County Park 12450 Andersonville Road Davisburg, MI 48350 &flIter- C.arden c;cee.nliouse Legend ME Springfield Oaks County Park CAKLAND COUNTY PARKS Springfield Oaks Activity Center SHT. 1 OF 1 Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 wwycOalciandCountyParks.com Resolution #18070 March 8, 2018 The Chairperson referred the resolution to the Finance Committee. There were no objections.